Terms and conditions for the use of Churchdown Community Centre
These standard conditions apply to all hiring of the Community Centre. If the Hirer is in any doubt as to the meaning of the following, the Centre Manager should immediately be consulted.
We reserve the right, at our sole discretion, to update, change or replace any part of these Terms and Conditions at any time.
Definitions · Churchdown Community Association-(CCA), trustee Committee and staff thereof, will hereby be known as the “Community Centre”. ·
The person or organisation will be referred to as the “Hirer” ·
“The premises” shall mean the areas of the Churchdown Community Centre which the hirer has agreed to hire.
- In consideration of the hire fee the Community Centre agrees to permit the Hirer to use the allocated premises described and for the period described on the booking form online. By booking online you agree and fully understand all the terms and conditions of hire. The terms are conditions are bound by you selecting you have read them and will abide by them. The hirer fully agrees to comply with the rules and regulations applied by the Community Centre.
- The Hirer agrees with the Community Centre to be present (by its authorised representative, if appropriate) during the hiring and to perform the provisions and stipulations referred to or contained in the Community Centre’s terms and conditions. The online booking form will indicate for what purpose you intend to use the community centre, and this forms part of the hire agreement. No other utilisation will be authorised.
- In observation to the Fire Regulations, we have a strict limitation of numbers able to occupy the different function rooms. It is agreed that the hirer MUST NOT go over these stipulated occupancy levels as below:
- Main Hall- 300 Standing
- Green Room- 80 Standing
- Meeting Room- 55 Standing
- Games Room- 45 Standing
- Skittle Alley- 30 Standing
- The Brookfield Coffee Shop/Lounge Bar- 150 standing.
- Some facilities will be shared with other users at times i.e toilets, car park.
- The hiring agreement constitutes permission only to use the premises on the date/s and time/s stipulated on the form.
- The Community Centre does not, under any circumstances, accept responsibility for liability in respect of any loss of / or damage to property left or brought onto the premises. The Community Centre reserves the right to pass on any ‘lost property’ to a charity shop of their choosing, after one month.
- The Hirer must ensure that the noise levels are kept to a sensible level upon arrival and departure, particularly late at night and early in the morning. Consideration should also be given to other users.
- All applications for hire of the facilities within the Community Centre must be made online via our booking system, this can be found on our website co.uk.
- The digital signing of the booking form shall be deemed to be the hirer. The hirer must be 18yrs of age or older.
- Set up and clear down is to be included in the ‘booking time’.
- The Hirer, through signing, has agreed they fully understand and will adhere to the conditions of hire. If any of the conditions are deemed to be broken the booking shall be cancelled.
- A booking is not considered confirmed until an online booking form is completed, and the deposit paid or full payment if booking is due to take place within 28 days from booking date.
- All bookings are subject to a minimum time slot of 1 hour.
- Churchdown Community Centre reserve the right to cancel the booking if the hirer or third party does not meet Churchdown Community Centre safety criteria (public liability, PAT tested electrical equipment, Safety certificate specific to the equipment safe use).
- All equipment hired can only be used within the facility and must not be removed.
- No advertising or publicity material will be displayed inside or outside the building without the prior approval of the Centre Manager.
- No smoke machines, heating cooking oil on the hob or any other equipment that may affect the sensors, are allowed.
- Illegal substances are not permitted on site.
- The Hirer must ensure that nothing is done on the premises in contravention of the law relating to gaming, betting and lotteries. The Hirer shall not use the premises for any purpose other than that described in the Hire Form and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
- The Hirer agrees not to bring in their own alcohol. Under NO circumstances does the Community Centre give authority to the hirer to sell their own alcohol.
- Photo ID must be available upon request of the Centre management (Driving licence, Passport)
- The Hirer, during the period of hiring, will be responsible for: supervision of the premises, the care, and safety from damage, of all fabric and contents; the behaviour of all persons using the premises whatever their capacity; proper supervision of car parking arrangements to avoid obstruction of the highway, the car park or outside grass verges, the safety of all their attendees, including following a safe evacuation procedure.
- The Community Centre reserves the right to eject from the premises anyone considered to be objectionable (including anyone hired by the Hirer for the event) and the hirer will be liable for any costs that arise from this.
- As directed by the Centre Manager, the Hirer will make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for the loss of contents or injury to persons.
- The Community Centre reserve the right to withhold the damage bond given by the Hirer, if there is need for repair or cleaning until completed and the total of all invoices can be deducted from the bond.
- Music in the centre- The premises are licensed with PRS for Music and with Phonographic Performance Ltd (PPL) for the playing of recorded copyright music and for the live performance of copyright music. NB No booking shall be accepted for late night celebrations/parties which are deemed to be for persons under the age of 25yrs.
- Television- The Community Centre does have a valid TV licence. The Community Centre does not have a ‘Motion Picture Licensing Company (MPLC)’ and hirers cannot show motion pictures, cartoons etc.
- The hirer is responsible for obtaining any further licences which may be required for their hire. TENS, Gaming, Betting and Lotteries. The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
Public Safety Compliance
The Hirer shall comply with all the conditions and regulations made in respect of the premises by the Fire Authority, and Local Authority. (Please see separate health and safety conditions below).
Health & Hygiene
The Hirer shall, if preparing, or serving food must observes all relevant food health and hygiene legislation and regulations. Evidence will be required where necessary.
Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be inspected and have a valid PAT certificate attached to the device.
Accidents & Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to the Centre Manager as soon as possible and complete the relevant section in the Community Centre’s accident book. This is located in the main foyer to the right-hand side of ‘The office’ door. Any failure of equipment either that belongs to the Community Centre or is brought in by the Hirer must also be reported as soon as possible via our online ‘Contact us’ form. Certain types of accident or injury must be reported on a special form to the local authority. This is in accordance with Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed by the Community Centre. No animals whatsoever are to enter the kitchen at any time.
Compliance with the Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place on the premises.
Sale of Goods
The Hirer shall, if selling goods on the premises, comply with the FairTrading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total price of all goods and services are prominently displayed, as shall be the organiser’s name and address, and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
Cancellation for Hires
- The Hirer will be issued a full refund of monies paid if the cancellation notice predates the booking by three full months or more. A refund of 50% will be made if the cancellation notice is received between one month and three months prior to the booking. No refund will be made if the cancellation notice is received within one month of the booking.
- The Community Centre reserves the right to cancel a hire by written notice to the Hirer in the event of:
- The premises becoming unfit for the use intended by the Hirer. In either such case, the Hirer would be entitled to a refund of any deposit and /or full payment already paid, but the Community Centre would not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
- The Community Centre reserves the right to close the premises at any time for emergency or periodic maintenance and when the premises are required for public elections or similar events.
- The Community Centre reserves the right to cancel any booking at its discretion and to change or amend the terms and conditions of hire at any time without prior notice, although we endeavour to honour all bookings.
Payments for Hires
- The full payment of hirer fees is required if the booking is due to take place within the next 28 days from booking date, any other hires must pay a 50% deposit of the total booking value. An invoice will be issued to confirm the fees required.
- All payments must be made via our online payment system ‘Stripe’.
- A Damage Bond of up to £500 is payable in cash, the management will contact the Hirer at the time of booking to request this and payment should be made to Churchdown Community Centre office in cash by prior arrangement but no later than 14 days before the event. If the bond is requested and not paid as per the request at least 14 days before the booking will be cancelled without any refund of payments due.
- After an inspection of the room by a member of staff, any damage to the building, goods or appliances within the premises will be reported to the Centre Manager, who will in turn discuss the damage and potential costs with the Hirer prior to the bond being returned.
- If the damage deposit is insufficient to cover the cost of the damage, then the excess shall be recovered as a civil debt from the Hirer.
- If any damage caused to the premises results in other bookings being unable to use the facilities the Hirer may be liable for any costs associated with this.
Start and End of Hire
- The Hirer must be on-site for the duration of the booking.
- The Hirer shall be responsible for leaving the premises on time (to allow for the next hirer to take over without delay) and ensuring that the premises and surrounding area are in a clean and tidy condition, all rubbish removed and taken back with the hirer, windows and doors secured and any contents temporarily removed from their usual positions properly replaced.
- The Churchdown Community Association shall be at liberty to make an additional charge if the Hirer does not leave the premises and curtilage in a clean and tidy condition; all doors, windows and fire exits securely closed and all internal lights switched off, unless directed otherwise by management. This charge is £15.00 per hour required to rectify the premises.
- The Hirer shall indemnify the Churchdown Community Centre trustee Committee for the cost of repair of any damage done to any part of the property within the curtilage (enclosed area) of the Community Centre, including the contents of the building, which may occur during the period of the hiring as a result of the hiring. The hirer shall be responsible for planning to insure against Third Party claims that may be made against him or her, or the organisation if acting as a representative, whilst using the Community Centre.
- The Community Centre accepts no responsibility for any stored equipment or other property in or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring, until the same is removed.
- The Community Centre may, in its discretion in any of the following circumstances, reserve the right to dispose of the items by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same:
- In respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable, or to remove the same within 7 days after the agreed storage period has ended.
- In respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring of any such items.
No alterations or additions may be made to the premises, nor may any fixtures be installed, or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Centre Manager.
Smoking is not permitted anywhere in the Community Centre Building. This includes the use of Electronic Cigarettes. Hirers should ensure that any smoking outside the building is safe and only takes place in the smoking shelter provided, disposal of cigarette ends are to be in the bins located within the shelter, the area must be left clean and tidy and that you must not cause a disturbance to others.
Health and Safety
- Fire exits must not be obstructed in any manner at all.
- It is the Hirer’s responsibility to ensure that the fire procedures displayed in the building are verbally communicated to them and they must then communicate these to their guests/clients.
- The Hirer is responsible for making sure all persons know where the fire exits are, location of portable firefighting equipment, location of fire alarms and assembly point.
- The Hirer is responsible for calling the Fire Brigade on 999 should a fire be discovered.
- Fire equipment must be kept in its proper place and only used for its intended purpose.
- In the event of a fire everyone must vacate the building and meet at the assembly point and must not re-enter the premises until it has been deemed safe to do so, and the fire alarm has been switched off.
- The Hirer, if preparing or serving food, must observe all relevant food health and hygiene legislation and regulations.
- No fireworks (indoor or outdoor) are allowed.
- Highly flammable substances will not be permitted on site.
- Children are not allowed in the kitchen.
- The staff have the right to refuse any article/appliance being brought onto site that is deemed dangerous or offensive.
- If the Hirer is using sub-contractors for such things as catering or music provision, then the hirer is responsible for their conduct. Any damage or liability as the result of the sub-contractor and their actions is the responsibility of the hirer.
- A first aid box is available to all users of the facilities and can be found on the wall in each room.
- The Hirer must ensure that any electrical appliances brought by them to the premises, and used there, are PAT tested and have an attached safety certificate.
- No unauthorised heating appliances are allowed on site.
- Anyone found to be purchasing and/or supplying alcohol to persons under the age of 18 will be asked to leave the premises and the police may be called.
- Anyone who appears to be drunk and/or disorderly, may be asked to leave the premises. Refusal to do so may lead to the Police being called.
- No alcohol or glasses are to be taken outside.
- The Hirer is not permitted to bring alcohol onto the premises.